Inspiration: How you can work with your results when you can't meet in a longer workshop
Every team is different. When your calendar is full and three consecutive hours feels impossible to find, it’s time to work smarter – not longer. With small, flexible ways of working, you can still get through Brilliant’s method: Measure → Analyze → Act. Here are five ways to create an effective and engaging process, even when you can’t get everyone together at the same time.
⏱️ 1. Mini-sessions (15–30 minutes)
This is perfect for when the team is able to meet, but only for short moments.
Split the workshop in three steps, in several small but focused meetings; examples of this procedure:
- Meeting 1: Purpose+ Prioritized area
- Meeting 2: Current situation
- Meeting 3: Desired situation+ Create activities
Small meetings, often, will lead forwards without burdening the calendar.
🚶♀️ 2. Shorter conversations in pairs when appropriate
When everyone can't meet at the same time, you can use your time more flexibly. Have team members talk in pairs about a focus area, such as the current or desired state, during a walk, a short debrief, when picking supplies, at shift changes, or when natural breaks occur.
How it works:
- Each pair gives short summaries to the manager.
- The manager summarizes the whole picture.
- The team, as a whole or in sections, meet shortly and adjusts the suggestions.
The results will give a wide participation rate, without being a long meeting.
💬 3. Slack/Teams discussions for a week
Digital dialogue is perfect for spread out teams.
Post one question per day and let colleagues answer when it suits them; Suggested weekly schedule:
- Monday: Which areas should we prioritize?
- Tuesday: How does the current situation look like?
- Wednesday: What is our desired situation?
- Thursday: Which activities is needed?
Collect and summarize the answers and create the action plan in the Brilliant platform.
🔧 4. Micro exercises in regular meetings
If you already meet regularly – use it!
Put in 5–10 minutes per week and the action plan will be built up step by step without any extra time.
|
Week
|
Focus
|
|---|---|
|
1
|
Prioritize area
|
|
2
|
Discuss current situation
|
|
3
|
Describe desired situation
|
|
4
|
Define activities
|
Consistent and simple.
⚡ 5. Quick formats for larger groups
For teams where it is difficult to gather many people for a long time, you can work in two steps:
Step 1: Short joint workshop (approx. 30 - 40 min)
In hives, the participants discuss the current situation and the desired situation. Each group sends a representative.
Step 2: In-depth discussion with representatives (30–40 min)
The representatives share the group's input and develop a joint action plan. This reduces the time for the majority, but the overall picture is preserved.
Other ways to streamline the process:
🤖 Use AI support for faster summaries
With a recording function or AI app, you can get quick summaries after each step. This can be used even if the meeting itself is not digital.
No one needs to take notes – and the team can vote on the most important points immediately.
🧩 Prepare participants in advance
Send/distribute materials, clarify the focus area and ask everyone to think about the current state + desired state in advance. When everyone comes prepared, discussions go faster – regardless of format.
🖥️ Leverage your digital tools
Many teams have access to digital tools, but may not remember to use them that often. Remind them of features such as:
- voting
- shared whiteboards
- rasing hands
- chat rounds
- fast stand-ups
Small digital touches create structure and presence even in short meetings.
Summary
Working with the results doesn’t require a long workshop. It requires structure, clear steps, and smart formats. By using short sessions, digital dialogue, and thoughtful preparation, you can still create an engaging process—and an action plan that makes a difference.
Small steps, often, in the way that suits you best—that’s the key to development.